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Division Area Office Coordinator

Job description

Coastline Community College

 

Division Area Office Coordinator

Job# C-017-19

Salary: $54,726.00 - $73,782.00 Annually

Deadline: 11/13/18

 

Full job description and OFFICIAL application available ONLY at: https://www.governmentjobs.com/careers/cccd/jobs/2237871/division-area-office-coordinator?pagetype=jobOpportunitiesJobs

 

Definition

Under the direction of the Dean, the Division/Area Office Coordinator is the primary administrative support to a College Instructional Division Office or Coastline Area Office; coordinating the day-to-day administrative operations of the Division/Area office, interacting with the public, students, administrators, faculty and staff; providing administrative assistance and support for the office; making determinations of items to be brought to the attention of the Dean; and performing other related duties.

 

Summary

Performs a variety of technical and administrative support duties for an academic division. Coordinates and performs administrative projects within the division.  Coordinates information and work flow and support activities for the division and related assigned functions, projects, and programs.

Distinguishing Career Features

The Division Area Office Coordinator is part of a multi-level career path encompassing administrative support.  The Division Area Office Coordinator is a working team leader that oversees and participates in office operations including student transactions, monitoring faculty assignments and loads, and monitoring division budgets on behalf of the Dean.  The position requires substantial knowledge of administrative procedures and precedents for academic and career departments, the ability to organize work, information flow, and perform duties in support of the office and its dealings with other work teams and organizations. The Division Area Office Coordinator may also assist in curriculum processes, and development schedules and sequence required reporting and other time sensitive activity.

Essential Duties and Responsibilities:

Specific duties may vary among departments and jobs.  Incumbents typically perform a substantial portion or all of the following kinds of duties: 

 

Organizes, balances, prioritizes, performs, and may assign administrative support duties, anticipating business and academic calendars and cycles, assessing available staffing and recommending additions or adjustments.  Establishes and tracks time lines for projects, activities, and required submissions. 

Provides administrative support to special processes such as, but not limited to departmental, curriculum, and other instructional committees.  Prepares forms, revisions, and final documents to support proceedings. 

Interprets and conveys policies and procedures, referring extremely difficult or sensitive matters to the appropriate administrator. 

Prepares, edits, and inputs information that supports publication of class schedules.   Coordinates and participates in compiling information requests on behalf of other organizational units responsible for class schedule production processes.  

Creates, verifies, edits, and distributes faculty loading records.  Monitors, records, and reviews adjunct faculty loading records with administrator for approval and compliance with work limits.  Verifies and calculates full and part-time faculty overload and forwards information to faculty load specialists. 

Monitors class enrollment, recommending necessary additions or cancellations, and entering corrected data into databases.   Processes forms with changes to master class schedules.   Notify students of cancelled canceled classes. 

Provides support to faculty and staff performance evaluation processes by coordinating and scheduling meetings, and transcribing confidential evaluations. 

May provide administrative support to special processes such as, but not limited to curriculum and education requirements committees, advisory boards, and special interest group meetings.  Prepares forms, revisions, and final documents to support proceedings. 

Takes meeting notes and transcribes recollections.  Composes from rough drafts or verbal instructions a variety of materials such as letters, memoranda, reports and statistical data.  Maintains committee records and assists in preparing divisional reports by gathering and summarizing information from a variety of sources. 

Schedules appointments and arranges meetings for the Dean, Director, and department chairs.  Prepares schedules and informs participants, confirming dates and times.  May make hotel, conference, and travel reservations. 

May initiate and prepare board agenda items, agreements, and contracts for services and facilities used by and/or provided by the division.  Processes contract documents and sets up internal routines for monitoring performance. 

Performs special projects as assigned.  Conducts research of libraries, business transactions, official proceedings, employee and student records, industry statistics, and trends, etc., to compile reports for administration or to regulatory or governing agencies. 

Receives, handles, and stores confidential information pertaining to the College or assigned division.  Maintains confidentiality of private and sensitive information. 

Records, verifies, codes, and processes payroll information for faculty, staff, and student or temporary help, including information for stipends, overload, and other compensable elements.  Processes contracts for outside contractors. 

Assists with development of organizational unit budget proposals, maintaining communications with work sections on status and information needs.  Maintains approved budgets and transaction records, including those for special projects and funds. 

Reconciles expenditures and initiates reassignment of budgeted funds to and from various accounts, coordinating with accounting staff to assure compliance. 

Prepares, processes, and codes requisitions and claims for reimbursement. Resolve purchase order and contractual matters with vendors and other service providers. 

Trains, assigns, prioritizes, and reviews work of other staff, student and temporary help. 

Performs other duties as assigned that support the overall objective of the position.

 

Qualifications and Physical Demands

MINIMUM QUALIFICATIONS

 

Knowledge and Skills:

The position requires in-depth working knowledge of office practices, procedures, and equipment.  Requires a working knowledge of the policies and procedures associated with academic departments including calendars and schedules, student transactions, faculty workload recording, and curriculum development and maintenance process.  Requires a working knowledge of education codes and District policies and procedures for the assigned organization unit.  Requires a working knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, student information systems, and special applications used by the division.  Requires skill at facilitating small group problem-solving processes.  Requires sufficient math skills to perform financial and statistical record keeping.  Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.  Requires sufficient human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts. 

Abilities:

Requires the ability to independently perform the duties of the position. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections.  Requires the ability to learn, interpret, explain and apply knowledge of College and department organization, operations, programs, functions, special terminology used in academic and student services settings, and faculty labor agreements to relieve a Dean or program director of administrative details.  Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.  Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with faculty, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the organization unit.

 

Education and Experience:

The position typically requires a high school diploma and post-secondary business education along with five years of progressive administrative support experience, including two years supporting academic or student services functions. An Associate's degree is preferred and may substitute for some experience. Or, any combination of education and experience which would meet the required qualifications for this position.

Licenses and Certificates:

May require a valid driver's license.

 

Physical Abilities:

The position incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature. Requires ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, and to move about various campus locations. Requires the ability to use near vision to read printed materials.  Requires auditory ability to carry on conversations in person and over the phone.  Requires the ability to retrieve work materials from overhead, waist, and ground level files.  Requires sustained repetitive motions and manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate microcomputer, and operate other office equipment.

 

Working Conditions:

Work is performed indoors where minimal safety considerations exist.

 

Coast Community College District is an Equal Opportunity Employer

 

 

 

Diversity Profile: University

 

Learn more on Inside Higher Ed's College Page for University

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Job No:
Posted: 10/30/2018
Application Due: 11/13/2018
Work Type:
Salary: $54,726.00 - $73,782.00 Annually